5 Must-Have Details for Your 3-5 Gallon Line RFQ

To get a precise quote for your water filling line, you must give suppliers key details. You need to share your production goals, bottle types, and factory space. Your automation needs and water treatment standards are also important. Providing this information ensures you receive accurate and comparable quotes. This process helps you avoid surprise costs later on. A detailed request, like one for a 2026 RFQ 3-5 gallon line, sets your project up for success from the very beginning.

Detail #1: Production Capacity and Future Growth

Your production capacity is the most important detail for suppliers. It directly determines the size, type, and cost of the equipment they will quote. You must clearly define your needs for both today and the future.

State Your Target Bottles Per Hour (BPH)

You should first state your required production speed in bottles per hour (BPH). This number tells suppliers the exact performance level you need. A higher BPH requires more advanced and expensive machinery. For example, a semi-automatic line might produce 100-1500 BPH, while a fully automatic system can reach much higher speeds. The initial investment for a small to medium line often ranges from $50,000 to $300,000, depending heavily on your chosen capacity.

You can use a table to see common machine models and their output.

This chart shows how capacity scales with different models.

Project Your 3-5 Year Growth

You should not only plan for your current needs. Think about your company's growth over the next three to five years. The global bottled water market is expected to grow at a rate of 5.30% to 7.5% annually. Your own business may grow even faster. Informing suppliers about your growth plans allows them to propose a scalable solution. This might involve a machine that can be upgraded later.

Tip: A slightly larger initial investment can save you from buying a whole new line in a few years. When preparing your 2026 RFQ 3-5 gallon line, ask for equipment that can accommodate a 20-30% capacity increase. This foresight protects your investment and supports long-term success.

Detail #2: Bottle and Cap Specifications

Your bottle and cap choices directly impact the machinery you need. Suppliers require these details to select the right decapping, washing, filling, and capping stations. Providing clear specifications in your 2026 RFQ 3-5 gallon line prevents equipment incompatibility and costly modifications later.

Define Bottle Material, Size, and Weight

You must first identify your bottle's material, size, and weight. Most 3-5 gallon jugs are made from either PET or PC. PET (Polyethylene Terephthalate) is a popular choice because it is lightweight and recyclable.

• Pros: PET is inexpensive, shatter-resistant, and approved for food contact.

• Cons: It is not ideal for hot filling and can degrade with long-term sun exposure.

You should also provide the empty weight of your bottles. A standard 3-gallon bottle weighs around 450 grams, while a 5-gallon bottle is typically 677 to 700 grams. This information helps suppliers configure the conveyor and handling systems correctly.

Specify Cap Type and Application Method

Next, you need to specify your cap type. The most common cap for 3-5 gallon bottles is a 55mm press-fit (or snap-on) cap. This cap type requires a specific capping machine that presses the cap firmly onto the bottle neck to create a secure seal. If you use a different type, like a screw cap, you must inform the supplier. This detail is critical because the capping head is designed for a single application method.

Note: Always send sample bottles and caps to your potential suppliers. This allows them to perform tests and guarantee the equipment they propose will work perfectly with your containers.

Note Bottle Handle and Neck Finish Details

Finally, describe your bottle's handle and neck finish. The handle's location and style can affect how the machinery grips and moves the bottle through the line. You should also confirm the neck finish. Most 3-gallon and 5-gallon bottles use a standard 55mm neck size. This standardization ensures that your bottles will be compatible with standard caps and filling equipment. Providing a technical drawing or clear photos of your bottle helps suppliers avoid any guesswork.

Detail #3: Factory Layout and Utility Constraints

Your factory's physical space and available utilities directly shape the design of your bottling line. You must provide suppliers with this information so they can propose a system that fits your facility. This step prevents installation delays and ensures the equipment operates correctly from day one.

Provide a Detailed Workshop Drawing

You should give suppliers a detailed drawing of your workshop. This drawing must include dimensions like length, width, and ceiling height. It should also show the locations of pillars, doors, and any existing equipment. This information helps the supplier create a layout that optimizes workflow and ensures safe operation. The space needed for a complete line can vary significantly.

A clear layout in your 2026 RFQ 3-5 gallon line allows suppliers to plan the placement of each machine, from the decapper to the palletizer.

List Available Electrical and Air Utilities

Next, you need to list your available utilities. Electrical power is critical. You must specify the voltage, phase, and frequency available at your plant. Power standards differ by region, so this detail is essential for the supplier to provide compatible equipment.

You should also state your compressed air capacity, including pressure (bar or psi) and flow rate (CFM or m³/min). Many machines use pneumatic components that rely on a stable air supply.

Mention Water Source and Drainage Specs

Finally, describe your water source and drainage systems. The supplier needs to know the inlet pressure and pipe size for your raw water supply. Proper drainage is equally important for maintaining a clean and safe production environment. Your drainage system should follow best practices for hygiene.

Pro Tip: A well-designed drainage system is crucial for food safety. Ensure your facility meets these key requirements:

• Materials: Use corrosion-resistant materials like stainless steel to prevent bacterial growth.

• Design: Floors should be sloped to prevent water from pooling. Drains must be easy to clean.

• Placement: Avoid placing equipment directly over floor drains to make cleaning easier.

Following these guidelines helps you maintain a sanitary facility and comply with Good Manufacturing Practices (GMPs).

Detail #4: Defining the Scope of Your 2026 RFQ 3-5 Gallon Line

You need to clearly define the level of automation you want. This scope tells suppliers which machines to include in their quote. A well-defined scope ensures you get a system that meets your operational needs and budget.

Specify Required Core Process Automation

You should list the essential automated steps your line must perform. A modern filling line automates several key processes to ensure efficiency and hygiene. Your line should handle these core functions:

1. Bottle Decapping: The machine automatically removes caps from empty bottles as they enter the line.

2. External Brushing and Washing: Decapped bottles get a deep clean on the outside with hot alkali and pure water.

3. Internal Rinsing, Filling, and Capping: Bottles move to a station that rinses them inside, fills them with pure water, and puts on a new cap.

4. Shrink Wrapping: The machine applies a shrink wrap seal over the cap to keep it clean during transport.

Request Options for Ancillary Equipment

Ancillary equipment includes optional machines that support your core line. You should ask suppliers to quote these separately. This lets you see the cost of adding more automation later. Common options include automatic bottle loaders, leak detectors, and date coders. For a fully automated system, you might also request a palletizing machine. This machine stacks filled bottles onto pallets automatically. Asking for these options in your 2026 RFQ 3-5 gallon line gives you flexibility for future upgrades.

State Control System and HMI Preferences

You must specify your preferred control system. The PLC (Programmable Logic Controller) is the brain of the machine. The HMI (Human-Machine Interface) is the screen your team uses to operate the line. Tell suppliers if you prefer a specific brand, like Siemens or Allen-Bradley. This ensures the new equipment integrates well with your existing systems.

Tip: Ask for a user-friendly HMI with clear graphics and simple controls. A good interface reduces training time for your operators and helps them troubleshoot problems quickly.

Detail #5: Water Treatment and Quality Standards

The quality of your final product depends entirely on your water treatment system. You must give suppliers clear information about your water source and quality goals. This allows them to design a system that produces safe, high-quality drinking water.

Attach a Raw Water Analysis Report

You should always include a raw water analysis report with your RFQ. This report shows the chemical and microbial content of your water source. It tells suppliers what contaminants they need to remove. With this data, they can design an effective and cost-efficient water treatment system tailored to your specific needs. Without it, suppliers can only guess, which may lead to an inadequate or overly expensive system.

Define Final Product Quality Standards

You need to state the quality standards your bottled water must meet. In the U.S., the Food and Drug Administration (FDA) regulates bottled water as a packaged food. The FDA sets strict Good Manufacturing Practices (GMPs) and has standards for over 90 substances. Many bottlers also follow the International Bottled Water Association (IBWA) Code of Practice.

• IBWA standards are often stricter than government rules.

• Members must pass an annual third-party inspection.

• Daily tests often check for coliforms, pH, and total dissolved solids.

Clearly stating your target standards ensures the supplier quotes a system that can consistently meet them.

Specify Required Disinfection Methods

Your raw water report will help determine the best disinfection methods. You should tell suppliers if you have a preference for certain technologies. A multi-barrier approach is common for producing purified water. This process uses several steps to ensure purity.

Common treatment methods include:

• Reverse Osmosis (RO)

• Micro-filtration and Carbon Filtration

• Ultraviolet (UV) Light

• Ozonation

Note: The final water is bottled under sanitary conditions to prevent re-contamination. Discussing these methods in your 2026 RFQ 3-5 gallon line helps suppliers understand your expectations for the final product.

Detail #6: Installation, Training, and After-Sales Support

Your relationship with a supplier continues long after you purchase the equipment. You must clearly define your expectations for installation, training, and support in your RFQ. This ensures a smooth startup and reliable long-term operation.

Outline Installation and Commissioning Needs

You need to state who is responsible for each part of the installation. This prevents confusion and unexpected costs. Suppliers often require you to handle several on-site tasks. Your RFQ should ask the supplier to confirm these roles.

Your responsibilities usually include:

• Unpacking and placing the equipment according to the layout drawing.

• Assisting the supplier's technicians with any necessary travel documents.

• Covering all on-site costs for the technicians, including flights, food, and lodging.

• Paying a daily wage for each technician, which can be around $100 per day.

The supplier provides instruction manuals and technical guidance. They guarantee the line will meet performance targets within a few days of a properly guided installation.

Inquire About Operator Training Programs

Your team must know how to operate and maintain the new machinery. You should ask potential suppliers about their training programs. Find out if on-site training is included with the installation service. A good training program teaches your operators how to run the line efficiently, perform routine maintenance, and troubleshoot common issues. This knowledge empowers your team and reduces your reliance on outside technicians.

Clarify Warranty and Spare Parts Availability

You must understand the warranty terms before you buy. Most new bottling machinery comes with a one-year warranty. This protects you from defects in materials or workmanship. It ensures the supplier will repair or replace parts that fail due to manufacturing issues.

Pro Tip: Ask for a list of recommended spare parts and their prices. Keeping critical parts like seals, sensors, and valves in stock can prevent long shutdowns while you wait for a shipment. This simple step is crucial for maintaining production in your 2026 RFQ 3-5 gallon line.

Submitting a detailed RFQ is the first step toward a successful project. Your clarity empowers suppliers to deliver accurate and comprehensive quotes. This clear communication helps you avoid project delays and unexpected costs down the line. A well-prepared request ensures you get the right equipment for your business.

Use this framework to build a robust 2026 RFQ 3-5 gallon line that sets your procurement up for success.

FAQ

How much space do I need for a bottling line?

Your space needs depend on your line's capacity. A small line might need only 5 square meters. A large, automated line could require over 15 square meters. You should provide a detailed factory drawing in your RFQ for an accurate layout.

Why must I send bottle and cap samples to suppliers?

Suppliers need your samples for testing. This ensures the decapping, filling, and capping machines work perfectly with your specific containers. This step prevents equipment incompatibility and future problems.

What is the most critical detail in my RFQ?

Your target production capacity is the most critical detail. You state this in bottles per hour (BPH). This number directly influences the machine size, model, and total project cost.

What does the one-year warranty typically cover?

A one-year warranty usually covers defects in materials and workmanship. The supplier will repair or replace parts that fail due to manufacturing errors. It does not cover normal wear or operator mistakes.